Administrative Assistant

GENERAL PURPOSE

Perform clerical and administrative activities, under direct supervision, in support of individuals and/or a business area. Draft and prepare documents, schedule meetings or appointments, organize and maintain paper and electronic files, and manage and maintain calendars and schedules. Serve as a knowledgeable resource for questions regarding individuals and/or business areas being supported. This individual is also responsible for monitoring the reception area, welcoming guests, and ensuring guests sign in before entering the secured area of the building.

JOB DUTIES AND RESPONSIBILITIES

• Answer telephones, give information to callers, take messages, or transfer calls to appropriate individuals
• Schedule meetings or appointments and update calendars
• Arrange staff meetings; coordinate in-office and offsite meetings, lunches, and events as needed
• Handle incoming and outgoing mail and faxes
• Make copies of correspondence and other printed material
• Compose, assemble, review, edit, and maintain documentation such as spreadsheets, presentations, emails, memos, reports, and other materials while ensuring grammar, punctuation, spelling standards, and internal style guidelines are maintained
• Produce and distribute scheduled and ad-hoc reports
• Perform basic bookkeeping (expense reporting, invoice processing)
• Maintain databases and filing systems, whether electronic or paper
• Operate office equipment such as fax machines, copiers, and phone systems, and uses computers for spreadsheet, word processing, database management, data entry, and other applications.
• Order and maintain inventory of appropriate office and meeting supplies
• The requirements herein are intended to describe the general nature and level of work performed by employee, but is not a complete list of responsibilities, duties, and skills required. Other duties may be assigned as required

EDUCATION AND EXPERIENCE

• High school diploma or equivalent
• Some professional work or office experience, including experience using computers
• 1 year of receptionist or administrative work experience preferred
• Certification and/or License – may be required during course of employment

KNOWLEDGE, SKILLS, AND ABILITIES

• Proficiency with Microsoft Office Suite and company computer systems
• Able to demonstrate customer service skills in a courteous, professional, and helpful manner
• Able to respond courteously and efficiently to inquiries, complaints, and requests
• Able to communicate clearly and effectively, both verbally and in writing
• Able to interact positively and work effectively with others (interpersonal skills)
• Able to maintain confidentiality of information
• Able to problem solve
• Able to work with accuracy and attention to detail
• Able to multi-task
• Able to organize time, energy, and resources effectively to achieve goals (i.e., organizational skills)
• Must be able to read, write and speak English Must be able to read, write and speak English

An Equal Opportunity Employer

Equal Opportunity Employer Minorities/Women/Protected Veterans/Disabled